Administrative Assistant, Civitas ChildLaw Center

3 months ago

Chicago, United States Loyola University Chicago Full time

Duties and Responsibilities

Job Summary:
The Administrative Assistant for the Civitas ChildLaw Center is part of a team of administrative professionals that provides administrative support across the Law School. The Administrative Assistant is assigned to the Civitas ChildLaw Center and provides broad based programmatic and administrative support to the Center’s faculty, staff, and students. The Civitas ChildLaw Center is composed of the ChildLaw Policy Institute, Legislation and Policy Clinic, Center for the Human Rights of Children, Civitas ChildLaw Legal Clinic, and the Education Law & Policy Institute. This position reports to the Director of Operations, Civitas Child Law Center with accountability to the directors and Associate Dean for Administration. Administrative Functions:
Serve as receptionist for the Civitas ChildLaw Center. Responsible for receiving and directing calls and visitors to the Center with a courteous demeanor. Serve as first point of contact for the office spaces. Responsibilities also include answering phones, documenting intake calls, monitoring incoming faxes, assisting faculty, staff and students as directed. Serve as administrative assistant for a cohort of directors, faculty, and ChildLaw students, including providing course management assistance, assisting with catering, travel arrangements, and reimbursements. Complete client intake process as needed. Resolve a combination of some routine and complex inquiries while working with Program Coordinator to prioritize responsibilities. Assist with ChildLaw staff and faculty’s reconciliation of expense reports, and work in collaboration with the Office Coordinator to solicit and process travel reimbursements, honoraria and other internal and external receivables, ensuring timely dispersal of obligated payments using University systems. Handle mail distribution, preparation of materials for mailing, and photocopying. Assist with purchasing law school office supplies for ChildLaw Center faculty, and staff. Maintain the mailroom/work room, conference rooms, kitchen areas, including maintaining inventory of supplies. Collaboration across units of the law school and provide back-up as requested. Provide and/or coordinate translation services as requested. Other administrative duties as assigned.
Legal:
Electronically file legal documents; Manage and organize electronic and paper case files, maintain organized filing procedures for client lists, legal materials, case files, and other documentation; Utilize electronic database management; Provide appropriate referrals, monitoring ChildLaw Clinic email and list serve accounts; and Other legal duties as assigned.

Event Coordination:
Assist with organizing and production of events (both in person and virtual) such as meetings, symposiums, speaker visits, clinics, and workshops. Responsibilities include arranging travel, communicating with visitors, serving as a point of contact, development and management of registration systems, assist in the preparation and distribution of communication materials for events, room scheduling, catering, transportation logistics, and related purchasing; and Provide support in coordinating regular communications to students, alums, and community partners, updating social media pages and databases; assist with publication and distribution of all Center communications, including newsletters, alumni directory, and research reports; Maintain Center databases and use marketing automation platforms; Back up others on unit and law school events as assigned; and Other related duties as assigned.

The administrative assistant performs other duties as assigned in support of the Civitas ChildLaw Center and Law School. Minimum Education and/or Work Experience High school diploma or equivalent and one to three years of relevant experience; some positions may require additional experience. Qualifications Bachelor’s degree preferred. The person who fills this position must be able to represent the Center as a helpful and professional presence. This includes good communication and personal presentation skills. The individual must have strong organization skills and an ability to maintain a professional and educational environment. Excellent computer skills, including MS Office Suite and Publisher software. Experience as a paralegal or legal secretary is highly desirable. Proficiency with social media (Facebook, LinkedIn, Twitter, Instagram). Bilingual (Spanish) proficiency is highly desirable. Certificates/Credentials/Licenses N/A Computer Skills Excellent skills in MS Word processing, MS Excel or Spreadsheets, MS PowerPoint, MS Publisher and MW Access or Database Software. Adept user of the internet and other office automation systems. Ability to learn new systems as needed. Supervisory Responsibilities No Required operation of university owned vehicles No Does this position require direct animal or patient contact? Physical Demands None Working Conditions Irregular Hours

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